Privacy Act of 1974; Notice to Amend Systems of Records

DEPARTMENT OF DEFENSE

Department of the Army

Privacy Act of 1974; Notice to Amend Systems of Records

AGENCY: Department of the Army, DOD.

ACTION: Notice to amend systems of records.

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SUMMARY: The Department of the Army is amending twenty-eight systems of

records notices in its existing inventory of record systems subject to

the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on

September 9, 1996, unless comments are received which result in a

contrary determination.

ADDRESSES: Privacy Act Officer, U.S. Army Information Systems Command,

ATTN: ASOP-MP, Fort Huachuca, AZ 85613-5000.

FOR FURTHER INFORMATION CONTACT: Ms. Pat Turner at (602) 538-6856 or

DSN 879-6856.

SUPPLEMENTARY INFORMATION: The Department of the Army systems of

records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as

amended, have been published in the Federal Register and are available

from the address above.

The specific changes to the records systems being amended are set

forth below followed by the notices, as amended, published in their

entirety. The proposed amendments are not within the purview of

subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,

which requires the submission of a new or altered system report.

Dated: July 25, 1996.

Patricia Toppings,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

AAFES 0207.02

System name:

Customer Comments, Inquiries, and Direct Line Files (November 1,

1995, 60 FR 55552).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 25-400-2 (MARKS); and Army Regulation 60-20, Army and Air

Force Exchange Service Operating Policies.'

* * * * *

AAFES 0207.02

System name:

Customer Comments, Inquiries, and Direct Line Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Users of the Army and Air Force Exchange Service who make

inquiries, complaints, or comments on its operations.

Categories of records in the system:

Customer's name, address and telephone number, information

pertaining to the subject of inquiry, complaint, or comment and

response thereto; customer opinion survey data.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 25-400-2 (MARKS); and Army

Regulation 60-20, Army and Air Force Exchange Service Operating

Policies.

Purpose(s):

To aid the Exchange management in determining needs of customers

and action required to settle customer complaints.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders, stored in metal cabinets.

[[Page 41573]]

Retrievability:

By customer's name.

Safeguards:

Records are accessible only by designated employees having official

need therefor. Buildings housing records are protected by security

guards.

Retention and disposal:

Records are destroyed by shredding after 3 years.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual should provide their full name, current address and

telephone number, case number that appeared on correspondence received

from AAFES, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director, Public

Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598.

Individual should provide their full name, current address and

telephone number, case number that appeared on correspondence received

from AAFES, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual.

Exemptions claimed for the system:

None.

AAFES 0401.04

System name:

Official Personnel Folders (November 1, 1995, 60 FR 55554).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0401.04

System name:

Official Personnel Folders.

System location:

The Official Personnel Folder is located in the Personnel Office at

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Included in this system are the Employee Service Record Card Files

and those records duplicated for maintenance at a site closer to where

the employee works (e.g., in an administrative office or supervisor's

work folder).

Categories of individuals covered by the system:

Current and former employees of the Army and Air Force Exchange

Service (AAFES).

Categories of records in the system:

Name, Social Security Number, date of birth, home residence,

mailing address, telephone number; records reflecting work experience,

educational level achieved; letters of commendation; training courses

in which enrolled and certificates of completion; security clearance;

personnel actions such as appointments, transfers, reassignments,

separations, reprimands; salary and benefits documents to include

allowances and insurance data; travel orders; and similar relevant

information.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; and Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

The Official Personnel Folder and other general personnel records

are the official repository of the records, reports of personnel

actions, and the documents and papers required in connection with these

actions effected during an employee's service with the Army and Air

Force Exchange Service.

Records provide the basic source of factual data about a person's

employment with the agency and have various uses by AAFES personnel

offices, including screening qualifications of employees, determining

status, eligibility, and employee's rights and benefits, computing

length of service, and other information needed to provide personnel

services.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to the Department of Labor, Department

of Veterans Affairs, Social Security Administration, Federal agencies

that have special civilian employee retirement programs; or a national,

state, county, municipal, or other publicly recognized charitable or

income security administration agency (e.g., State unemployment

compensation agencies), where necessary to adjudicate a claim under the

retirement, insurance or health benefits programs or to an agency to

conduct studies or audits of benefits being paid under such programs.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders; Kardex files; microfilm or

microfiche, and in computer storage media.

Retrievability:

By individual's surname and Social Security Number.

Safeguards:

Paper or microfiche/microfilmed records are located in locked metal

cabinets or in secured rooms with access limited to those personnel

whose official duties require access. Access to computerized records is

limited, through use of access codes and entry logs, to those whose

official duties require access.

[[Page 41574]]

Retention and disposal:

The Official Personnel Folder is permanent. Upon employee's

separation, it is transferred to the National Personnel Records Center

(Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199. Duplicate

records maintained in an administrative office or at supervisory levels

are destroyed 90 days after employee's separation. Service Record Card

Files are retained for 5 years following employee's separation and

retired to a records holding area for 15 additional years before being

destroyed, except that those of employees of discontinued AAFES

installations are retired to the National Personnel Records Center

(Civilian). Automated personnel records are retained indefinitely for

managerial and statistical studies; after an employee's separation,

records are not used in making decisions concerning the employee.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Senior

Vice President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individuals must furnish their full name, Social Security Number,

current address and telephone number; if terminated, also include date

of birth, date of separation, and last employing location.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Senior Vice

President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individuals must furnish their full name, Social Security Number,

current address and telephone number; if terminated, also include date

of birth, date of separation, and last employing location.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, educational institutions, officials and other

individuals of the Army and Air Force Exchange Service, third parties

responding to reference checks, previous employers, law enforcement

agencies, physicians.

Exemptions claimed for the system:

None.

AAFES 0403.01

System name:

Application for Employment Files (November 1, 1995, 60 FR 55555).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0403.01

System name:

Application for Employment Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598, for applicants of executive

and managerial positions.

Records of applicants for all other Army and Air Force Exchange

Service positions may be located also at Army and Air Force Exchange

Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-

Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Persons who have applied for employment in the Army and Air Force

Exchange Service (AAFES).

Categories of records in the system:

Applications generally include individual's name, date of birth,

Social Security Number, home address, information on work and

educational experience, military service, convictions for offenses

against the law, specialized training, awards or honors; documents

reflecting results of written examinations and ratings; reference

checks and results; evidence of satisfactory physical condition, pre-

employment investigations and clearances deemed appropriate to the

position for which application is made; notification from AAFES

concerning selection/non-selection.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

The records are used in considering individuals who have applied

for positions in the Army and Air Force Exchange Service by making

determinations of qualifications including medical qualifications, for

positions applied for, and to rate and rank applicants applying for the

same or similar positions.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

Retrieved by applicant's surname and Social Security Number.

Safeguards:

Records are maintained in a secured area with access limited to

authorized personnel whose duties require access.

Retention and disposal:

Applicant records are retained for up to six months; records for

applicants hired become part of the person's Official Personnel Folder.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

[[Page 41575]]

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this systems should address written

inquiries to the Commander, Army and Air Force Exchange Service, ATTN:

Senior Vice President, People Resources Directorate, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and sufficient details concerning

position and location thereof for which application had been submitted.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Senior Vice

President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and sufficient details concerning

position and location thereof for which application had been submitted.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, his/her previous employer(s) and personal

references, law enforcement agencies, medical authorities.

Exemptions claimed for the system:

None.

AAFES 0403.11

System name:

Personnel Departure Clearance Records (February 22, 1993, 58 FR

10008).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0403.11

System name:

Personnel Departure Clearance Records.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force

Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502

Zirndorf; regional offices; base and post exchanges and satellites

world-wide.

Categories of individuals covered by the system:

All employees of the Army and Air Force Exchange Service (AAFES).

Categories of records in the system:

Name, Social Security Number, job data, reason for departure, and

clearing offices' approval.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; and Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To ensure that departing employees have been properly out-

processed.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked filing cabinets.

Retrievability:

By employee's surname.

Safeguards:

Information is accessed only by designated individuals having

official need therefor in the performance of their duties.

Retention and disposal:

Records are closed at the end of the fiscal year, held 1 year, and

destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and date and place of separation.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and date and place of separation.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; official personnel actions.

Exemptions claimed for the system:

None.

AAFES 0404.01

System name:

Incentive Awards Case Files (November 1, 1995, 60 FR 55556).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 60-21, Personnel Policies.'

* * * * *

[[Page 41576]]

AAFES 0404.01

System name:

Incentive Awards Case Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany.

Categories of individuals covered by the system:

All U.S. dollar-paid employees of the Army and Air Force Exchange

Service who are recipients of awards.

Categories of records in the system:

Name, Social Security Number, grade/step, position title, award for

which nominated and justification therefor, accomplishments,

requirements of position held, organization in which employed, and

similar relevant data.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; and Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To consider and select employees for incentive awards and other

honors and to publicize those granted.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to public and private organizations,

including news media, which grant or publicize employee awards or

honors.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in filing cabinets.

Retrievability:

By individual's surname.

Safeguards:

Records are accessible only to designated individuals having

official need therefor.

Retention and disposal:

Records are retained for 2 years, following which they are

destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: PE, 3911

S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and sufficient details to permit

locating the record.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: PE, 3911 S.

Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, and sufficient details to permit

locating the record.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the nominating official; approving authority; individual's

official personnel file.

Exemptions claimed for the system:

None.

AAFES 0405.03

System name:

Personnel Appeals and Grievances (November 1, 1995, 60 FR 55556).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3; Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 690-700, Personnel Relations and

Services.'

* * * * *

AAFES 0405.03

System name:

Personnel Appeals and Grievances.

System location:

Office of the General Counsel at Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598; and

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany.

Categories of individuals covered by the system:

Any employee of the Army and Air Force Exchange Service (AAFES) who

has filed an appeal of an adverse action and/or is contesting a

personnel action when the appeal/grievance has been referred to the

appropriate General Counsel's office.

Categories of records in the system:

Correspondence, documentation, and memoranda concerning the appeal/

grievance.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3; Nonappropriated

Funds Personnel Policies and Procedures; and Army Regulation 690-700,

Personnel Relations and Services.

Purpose(s):

To determine propriety and legal sufficiency or the agency's action

in the appeal or grievance matter.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked file cabinets.

Retrievability:

By employee's surname.

[[Page 41577]]

Safeguards:

Buildings employ security guards. Records are maintained in areas

accessible only to authorized personnel who are properly screened,

cleared and trained.

Retention and disposal:

Retained in the servicing General Counsel's office for 1 year after

final decision is made; subsequently retired to the AAFES warehouse or

servicing General Services Administration records holding center where

it is held 6 years before being destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the General Counsel at the Army and Air Force Exchange Service

location where appeal/grievance was filed.

Individual should provide full name, current address and telephone

number, the latest correspondence received by them from the General

Counsel's office, if available, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

General Counsel at the Army and Air Force Exchange Service location

where appeal/grievance was filed.

Individual should provide full name, current address and telephone

number, the latest correspondence received by them from the General

Counsel's office, if available, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From AAFES personnel office responsible for records on the

employee; from the AAFES Grievance Examiner; and from the AAFES

employee and/or his/her representative.

Exemptions claimed for the system:

None.

AAFES 0405.11

System name:

Individual Health Records (February 22, 1993, 58 FR 10010).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and Nonappropriated Fund Instrumentalities; and Army

Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0405.11

System name:

Individual Health Records.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598; HQ Army and Air Force Exchange

Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service (AAFES).

Categories of records in the system:

Name, Social Security Number, organizational location, date of

birth, medical data recorded by treating nurse/physician, information

provided by individual's personal physician regarding diagnosis,

prognosis, and return to duty status, and similar relevant data.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation Activities and Nonappropriated Fund

Instrumentalities; and Army Regulation 60-21, Personnel Policies; and

E.O. 9397 (SSN).

Purpose(s):

To provide health care and medical treatment to employees who

become ill or are injured during working hours.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked file cabinets.

Retrievability:

By individual's surname.

Safeguards:

Records are maintained in the dispensary, available only to

assigned medical personnel.

Retention and disposal:

Records are maintained for 6 years following termination of

individual's employment; then destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual must furnish full name, details concerning injury or

illness and date and location of such, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual must furnish full name, details concerning injury or

illness and date and location of such, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the employee; his/her physician; witnesses to an injury/

accident.

[[Page 41578]]

Exemptions claimed for the system:

None.

AAFES 0408.14

System name:

Tuition Assistance Case Files (July 13, 1995, 60 FR 36114).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and Nonappropriated Fund Instrumentalities; Army Regulation

60-21, Personnel Policies; and E.O. 9397 (SSN).'

* * * * *

AAFES 0408.14

System name:

Tuition Assistance Case Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service who apply for

tuition assistance for degree programs.

Categories of records in the system:

Individual's application, academic transcripts, curricula, grade

reports, request for disbursement, agency approval/disapproval, similar

relevant documents.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation Activities and Nonappropriated Fund

Instrumentalities; Army Regulation 60-21, Personnel Policies; and E.O.

9397 (SSN).

Purpose(s):

To maintain information on participants in the tuition assistance

program.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked cabinets.

Retrievability:

By employee's Social Security Number.

Safeguards:

Information is accessed only by designated individuals having need

therefor in the performance of official duties.

Retention and disposal:

Records are destroyed 3 years following individual's completion of

degree program/courses.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Senior

Vice President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide his/her full name, Social Security

Number, details concerning application for tuition assistance, and

signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Senior Vice

President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide his/her full name, Social Security

Number, details concerning application for tuition assistance, and

signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual.

Exemptions claimed for the system:

None.

AAFES 0408.17

System name:

HPP Employee Upward Mobility Program Files (November 1, 1995, 60 FR

55557).

CHANGES:

* * * * *

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

* * * * *

AAFES 0408.17

System name:

HPP Employee Upward Mobility Program Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service.

Categories of records in the system:

Name, Social Security Number, current job title, grade, job

location, primary career field desired, training courses required, and

dates training courses completed.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To assist the servicing personnel office in identifying and

referring qualified employees for vacant positions.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

[[Page 41579]]

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked file cabinets.

Retrievability:

By employee's surname.

Safeguards:

Information is accessible only to designated individuals having an

official need therefor in the performance of assigned duties.

Retention and disposal:

Records are retained until (a) the associate is promoted into

management, at which time the records are incorporated into the

person's Official Personnel Folder; (b) the associate severs his/her

employment with the Army and Air Force Exchange Service, at which time

they are destroyed; or (c) if associate is reinstated at another AAFES

location, record is forwarded to the gaining personnel office.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Senior

Vice President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number, job

location, and duty phone.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Senior Vice

President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number, job

location, and duty phone.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual.

Exemptions claimed for the system:

None.

AAFES 0409.01

System name:

AAFES Accident/Incident Reports (November 1, 1995, 60 FR 55558).

Changes:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `E.O. 12196; Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).'

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Delete the third paragraph.

* * * * *

System name:

AAFES Accident/Incident Reports.

System location:

Safety and Security Offices of Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; Exchange

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Individuals involved in accidents, incidents, or mishaps resulting

in theft or reportable damage to Army and Air Force Exchange Service

(AAFES) property or facilities; individuals injured or become ill as a

result of such accidents, incidents, or mishaps.

Categories of records in the system:

AAFES Accident Report, AAFES Incident Report, record of injuries

and illnesses; physicians' reports; witness statements; investigatory

reports; similar relevant documents.

Authority for maintenance of the system:

E.O. 12196; Army Regulation 60-21, Personnel Policies; and E.O.

9397 (SSN).

Purpose(s):

To record accidents, incidents, mishaps, fires, theft, etc.,

involving Government property; and personal injuries/illnesses in

connection therewith, for the purposes of recouping damages, correcting

deficiencies, initiating appropriate disciplinary action; filing of

insurance and/or workmen's compensation claims therefor; and for

managerial and statistical reports.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to the Department of Labor to support

workmen's compensation claims.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders; computer magnetic tapes and

printouts; microfiche.

Retrievability:

By name of individual involved or injured and Social Security

Number.

Safeguards:

Records are accessed only by designated individuals having official

need therefor in the performance of their duties, within buildings

protected by security guards.

Retention and disposal:

Paper records are retained for 2 years following which it is

destroyed by shredding; information on microfiches is retained for 3

years; computer tapes reflecting historical data are permanent.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves

[[Page 41580]]

is contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director, Loss

Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598.

Individual should provide their full name, present address and

telephone number; sufficient details concerning the accident, mishap,

or attendant injury to permit locating the record, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director, Loss

Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598.

Individual should provide their full name, present address and

telephone number; sufficient details concerning the accident, mishap,

or attendant injury to permit locating the record, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; medical facilities; investigating official;

State Bureau of Motor Vehicles, State and local law enforcement

authorities; witnesses; victims; official Department of Defense records

and reports.

Exemptions claimed for the system:

None.

AAFES 0410.01

System name:

Employee Travel Files (July 13, 1995, 60 FR 36115).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and Nonappropriated Fund Instrumentalities; Army Regulation

60-20, Army and Air Force Exchange Service Operating Policies; and E.O.

9397 (SSN).'

* * * * *

AAFES 0410.01

System name:

Employee Travel Files.

System location:

Headquarters, Army and Air force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Commander, AAFES Europe, Unit 24580, APO AE 09245;

Commander, AAFES Pacific Rim Region, Unit 35163, APO AP 96378-163;

and

Base on post exchange within the AAFES system. Official mailing

addresses are published as an appendix to the Army's compilation of

systems of records notices.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service (AAFES)

authorized to perform official travel.

Categories of records in the system:

Documents pertaining to travel of persons on official Government

business, and/or their dependents, including but not limited to travel

assignment orders, authorized leave en route, availability of quarters

and/or shipment of household goods and personal effects, application

for passport/visas; security clearance; travel expense vouchers; and

similar related documents.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation Activities and Nonappropriated Fund

Instrumentalities; Army Regulation 60-20, Army and Air Force Exchange

Service Operating Policies; and E.O. 9397 (SSN).

Purpose(s):

To process official travel requests for military and civilian

employees of the Army and Air Force Exchange Service; to determine

eligibility of individual's dependents to travel; to obtain necessary

clearance where foreign travel is involved, including assisting

individual in applying for passports and visas and counseling where

proposed travel involves visiting/transiting communist countries.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to attache' or law enforcement

authorities of foreign countries.

To the U.S. Department of Justice or Department of Defense legal/

intelligence/investigative agencies for security, investigative,

intelligence, and/or counterintelligence operations.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked filing cabinets.

Retrievability:

By employee's surname.

Safeguards:

Information is accessed only by designated individuals having

official need therefor in the performance of their duties.

Retention and disposal:

Records are destroyed after 2 years by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, details of travel authorization/

clearance documents sought, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number,

current address and telephone number, details of travel

[[Page 41581]]

authorization/clearance documents sought, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, official travel orders, travel expense

vouchers, receipts and similar relevant documents.

Exemptions claimed for the system:

None.

AAFES 0502.02

System name:

Biographical Files (November 1, 1995, 60 FR 55559).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; and Army

Regulation 360-5, Public Information.'

* * * * *

AAFES 0502.02

System name:

Biographical Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598 and the Army and Air Force

Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252

Mainz-Kastel, Germany.

Categories of individuals covered by the system:

Key military and civilian employees of the Army and Air Force

Exchange Service world-wide.

Categories of records in the system:

Individual's name, position title and organizational location, home

address, date and place of birth, marital status including names of

spouse and children, educational background, military status, awards

and decorations, community and civic interest data, photograph, and

similar relevant information.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; and Army Regulation 360-5, Public

Information.

Purpose(s):

To prepare feature articles for hometown newspapers, trade media,

community interests, and similar public service groups.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to public and private organizations

including news media.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By individual's surname.

Safeguards:

Records are accessed only by designated individuals having official

need therefor, in buildings protected by security guards or military

police.

Retention and disposal:

Records are retained for 1 year following termination of

individual's assignment or employment; then destroyed.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual should provide their full name, current address and

telephone number, details surrounding the event or incident, and

signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director, Public

Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598.

Individual should provide their full name, current address and

telephone number, details surrounding the event or incident, and

signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; official AAFES records and reports.

Exemptions claimed for the system:

None.

AAFES 0602.04a

System name:

Litigation Initiated by AAFES (February 22, 1993, 58 FR 10014).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and Nonappropriated Fund Instrumentalities; and Army

Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0602.04a

System name:

Litigation Initiated by AAFES.

System location:

Office of the General Counsel at Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598; HQ Army and Air Force Exchange Service-Europe, Pinder Barracks,

Schwabacherster 20 8502 Zirndorf.

Categories of individuals covered by the system:

Individuals against whom Army and Air Force Exchange Service

(AAFES) has filed a complaint or similar pleading in a court or

administrative body.

Categories of records in the system:

Pleadings and documents filed by parties to the action and

documentation, correspondence, and memoranda pertaining thereto.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation

[[Page 41582]]

Activities and Nonappropriated Fund Instrumentalities; and Army

Regulation 60-21, Personnel Policies.

Purpose(s):

To process complaints against individuals; to initiate litigation

as necessary.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

To process complaints or pleading on behalf of the Army and Air

Force Exchange Service.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Disclosures to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701 (a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By surname of defendant in the proceeding.

Safeguards:

Records are maintained in buildings having security guards and are

restricted to authorized personnel who are properly screened, cleared,

and trained in Privacy Act matters.

Retention and disposal:

Records are permanent. They are retained until judicial proceedings

have been resolved, after which they are retired to the servicing AAFES

warehouse or servicing General Services Administration records holding

center.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: General

Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individuals should provide their full name, current address and

telephone number, copy of latest correspondence from AAFES, if

available, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: General Counsel,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individuals should provide their full name, current address and

telephone number, copy of latest correspondence from AAFES, if

available, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From official records of the Army and Air Force Exchange Service;

from any individual who can provide information concerning the

complaint/proceeding; from similar relevant documentation.

Exemptions claimed for the system:

None.

AAFES 0602.04b

System name:

Claims and/or Litigation Against AAFES (February 22, 1993, 58 FR

10015).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and Nonappropriated Fund Instrumentalities; and Army

Regulation 60-21, Personnel Policies.'

* * * * *

AAFES 0602.04b

System name:

Claims and/or Litigation Against AAFES.

System location:

Office of the General Counsel, Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598; HQ, Army and Air Force Exchange Service-Europe, Pinder Barracks,

Schwabacherster 20 8502 Zirndorf.

Categories of individuals covered by the system:

Any individual who has filed a claim against Army and Air Force

Exchange Service (AAFES), a complaint or similar pleading in a court or

administrative body in which an AAFES employee or the Army and Air

Force Exchange Service is named as a defendant.

Categories of records in the system:

Claims, pleading, motions, briefs, orders, decisions, memoranda,

opinions, supporting documentation, and allied materials involved in

representing the Army and Air Force Exchange Service in the Federal

Court System.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation Activities and Nonappropriated Fund

Instrumentalities; and Army Regulation 60-21, Personnel Policies.

Purpose(s):

To investigate claims and prepare responses; to defend the Army and

Air Force Exchange Service in civil suits filed against it in the

Federal Court System.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to the Department of Justice and U.S.

Attorneys' offices handling a particular case. Most of the information

is filed in some manner in the courts in which litigation is pending

and therefore is a public record.

In addition, some of the information will appear in the written

orders, opinions, and decisions of the courts which, in turn, are

published in the

[[Page 41583]]

Federal Reporter System under the name or style of the case and are

available to individuals with access to a law library.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By last name of claimant/plaintiff.

Safeguards:

Buildings employ security guards. Records are maintained in areas

accessible only to authorized personnel who have need therefor in the

performance of official duties.

Retention and disposal:

Claim records are destroyed after 6 years. Litigation records are

permanent; they are retained in the servicing General Counsel's Office

until judicial proceedings have been resolved, following which they are

retired to the servicing General Services Administration records

holding center.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: General

Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide his/her full name, current address and

telephone number, latest correspondence received from the servicing

General Counsel's office if available, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: General Counsel,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide his/her full name, current address and

telephone number, latest correspondence received from the servicing

General Counsel's office if available, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From official records of the Army and Air Force Exchange Service;

claimants; litigants.

Exemptions claimed for the system:

None.

AAFES 0604.02

System name:

Unfair Labor Practice Claim/Charges Files (February 22, 1993, 58 FR

10016).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; E.O. 11491,

October 31, 1969, as amended; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; and Army Regulation 60-21,

Personnel Policies.'

* * * * *

AAFES 0604.02

System name:

Unfair Labor Practice Claim/Charges Files.

System location:

Office of the General Counsel at Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598; HQ Army and Air Force Exchange Service-Europe, Pinder Barracks,

Schwabacherster 20 8502 Zirndorf; personnel offices at Exchange Regions

and Area Exchanges at posts, bases, and satellites world-wide.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service (AAFES) who

are permitted to file charges/claims pursuant to Executive Order 11491,

as amended.

Categories of records in the system:

Written allegations of unfair labor practice; supporting

correspondence/documentation/memoranda.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; E.O. 11491, October 31, 1969, as amended;

Army Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; and Army Regulation 60-21, Personnel Policies.

Purpose(s):

To review and process charges/claims of unfair labor practices

through formal/informal negotiations; for managerial and statistical

reports.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By individual's surname.

Safeguards:

Records are maintained in areas accessible only to designated

persons having official need therefor in the performance of their

duties. Buildings housing records are protected by security guards.

Retention and disposal:

Records are retained 5 years in an active file; then transferred to

the servicing AAFES warehouse or General Services Administration

records holding center for an additional 5 years, following which they

are destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: General

Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

last employing station, details sufficient to locate the record, and

signature.

[[Page 41584]]

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: General Counsel,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

last employing station, details sufficient to locate the record, and

signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, the union representative, witnesses, official

records of the Army and Air Force Exchange Service.

Exemptions claimed for the system:

None.

AAFES 0607.01

System name:

Confidential Financial Disclosure Report (November 1, 1995, 60 FR

55559).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting

Procedures; Army Regulation 60-20; Army and Air Force Exchange Service

Operating Policies; E.O. 9397 (SSN); E.O. 12674 as amended by E.O.

12731.'

* * * * *

AAFES 0607.01

System name:

Confidential Financial Disclosure Report.

System location:

Office of the General Counsel at Headquarters, Army and Air Force

Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-

1598 and Army and Air Force Exchange Service-Europe Region, Building

4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany.

Categories of individuals covered by the system:

Each officer of a uniformed service assigned to AAFES whose pay

grade is less than O-7 and each employee whose position is classified

at Grade 15 (NF-5/Tier 1) or below and whose basic duties and

responsibilities require the employee or officer to participate

personally and substantially in a way that the final decision or action

will have a direct and substantial economic effect on the interests of

any non-Federal entity or the agency concludes in accordance with

Federal regulation that the duties and responsibilities of the

employee's position require the employee to file such a report to avoid

involvement in a real or apparent conflict of interest.

Categories of records in the system:

Standard Form 450, `Confidential Financial Disclosure Report,' and

endorsements or documents relevant to information on this form.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated

Funds Accounting Policy and Reporting Procedures; Army Regulation 60-

20; Army and Air Force Exchange Service Operating Policies; E.O. 9397

(SSN); E.O. 12674 as amended by E.O. 12731.

Purpose(s):

These records are maintained to meet requirements of E.O. 12674, as

amended by E.O. 12731 (5 CFR 2634.901, Subpart I), on the policies of

Confidential Financial Disclosure Reporting. Such statements are

required to assure compliance with the standards of conduct for

Government employees contained in the Executive Orders, Federal

regulations, and Title 18 of the U.S.C., and to determine if a conflict

of interest exists between the employment of individuals by the Federal

Government and their personal employment or other financial interests.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

These statements and amended statements required by or pursuant to

E.O. 12674, as amended by E.O. 12731, are to be held in confidence and

no information shall be disclosed except:

a. To disclose pertinent information to the appropriate Federal,

State, or local agency responsible for investigating, prosecuting,

enforcing, or implementing a statute, rule, regulation, or order, where

the disclosing agency becomes aware of an indication of a violation or

potential violation of civil or criminal law or regulation.

b. To disclose information to another Federal agency, to a court,

or a party in litigation before a court or in an administrative

proceeding being conducted by a Federal agency, either when the

Government is party to a judicial proceeding or in order to comply with

the issuance of a subpoena.

c. To disclose information to any source when necessary to obtain

information relevant to a conflict-of-interest investigation or

determination.

d. By the National Archives and Records Administration, General

Services Administration, in record management inspections conducted

under authority of 44 U.S.C. 2904 and 2906.

e. To disclose, in response to a request for discovery or for

appearance of a witness, information that is relevant to the subject

matter involved in a pending judicial or administrative proceeding, in

which the filer is directly involved.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in locked file cabinets.

Retrievability:

By individual's surname.

Safeguards:

Information is accessible only to designated authorized persons who

are properly screened, cleared and trained, having official need

therefor in the performance of official duties.

Retention and disposal:

Retained until individual no longer occupies a position for which

Standard Form 450 is required. Destroyed by shredding six years after

the individual has left the position, except that documents needed in

an on-going investigation will be retained until no longer needed in

the investigation.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the General Counsel at the Army and Air Force

[[Page 41585]]

Exchange Service location where the reports were filed.

Individuals should provide their full name, period covered by the

report filed, locations(s) of employment, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

General Counsel at the Army and Air Force Exchange Service location

where the reports were filed.

Individuals should provide their full name, period covered by the

report filed, locations(s) of employment, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual.

Exemptions claimed for the system:

None.

AAFES 0702.22

System name:

Check-Cashing Privilege Files (July 13, 1995, 60 FR 36116).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting

Procedures; Army Regulation 60-20; Army and Air Force Exchange Service

Operating Policies; and E.O. 9397 (SSN).'

* * * * *

AAFES 0702.22

System name:

Check-Cashing Privilege Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

AAFES Europe, Europe Accounting Support Office, CMR 429, APO AE

09054;

AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP

96378-5163; and

Post and base exchanges within the AAFES system. Official mailing

addresses are published as an appendix to the Army's compilation of

systems of records notices.

Categories of individuals covered by the system:

Customers of the Army and Air Force Exchange Service: military,

dependents, retirees, and Exchange employees.

Categories of records in the system:

Customer's name, Social Security Number, category of customer

(i.e., dependent, retiree, active duty member), amounts of checks not

paid by bank, collection efforts, and relevant documentation.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated

Funds Accounting Policy and Reporting Procedures; Army Regulation 60-

20; Army and Air Force Exchange Service Operating Policies; and E.O.

9397 (SSN).

Purpose(s):

To determine customer's eligibility to cash checks.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

In overseas areas, information is disclosed to military banking

facilities. These facilities are branches of U.S. based financial

institutions which are under contract to the Department of Defense to

provide banking services to U.S. military and affiliated civilian

personnel overseas. Any financial losses sustained by these activities

in support of the Department of Defense program are underwritten by the

Department of Defense using appropriated funds. The financial

institutions use the check-cashing information only to determine

whether to cash checks or similar negotiable instruments for

individuals - not to award or deny other banking privileges.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Disclosures to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701 (a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records; computer tapes, discs, and printouts.

Retrievability:

By customer name and Social Security Number.

Safeguards:

All information is stored in locked rooms within secured buildings

and is accessed only by designated personnel having official need

therefor, primarily by individuals authorized to cash checks.

Retention and disposal:

Records are retained by the Office of the General Counsel until

indebtedness has been satisfied, determined to be uncollectible, or

additional administrative action is required. Upon completion, records

are transferred to the Accounts Receivable Division (FA-O/R) and

maintained with appropriate check cashing privilege records.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the local Exchange where check was cashed (or refused) or to the

Commander, Army and Air Force Exchange Service, ATTN: FA, 3911 S.

Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number or

other acceptable identifying information that will facilitate locating

the records.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the local

Exchange where check was cashed (or refused) or to the

[[Page 41586]]

Commander, Army and Air Force Exchange Service, ATTN: FA, 3911 S.

Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide full name, Social Security Number or

other acceptable identifying information that will facilitate locating

the records.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; his/her checks; financial institutions.

Exemptions claimed for the system:

None.

AAFES 0702.23

System name:

Dishonored Check Files (July 13, 1995, 60 FR 36117).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting

Procedures; Army Regulation 60-20; Army and Air Force Exchange Service

Operating Policies.'

* * * * *

AAFES 0702.23

System name:

Dishonored Check Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE

09054;

AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP

96378-5163; and

Post and base exchanges within the AAFES system. Official mailing

addresses are published as an appendix to the Army's compilation of

systems of records notices.

Categories of individuals covered by the system:

Individuals who have negotiated dishonored checks at Army and Air

Force Exchange Service (AAFES) facilities and whose check cashing

privilege is under review by the General Counsel.

Categories of records in the system:

Individual's name, Social Security Number, indebtedness, collection

efforts, and relevant documentation.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated

Funds Accounting Policy and Reporting Procedures; Army Regulation 60-

20; Army and Air Force Exchange Service Operating Policies; and E.O.

9397 (SSN).

Purpose(s):

To collect dishonored check indebtedness.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be disclosed to civil or criminal law enforcement

agencies for law enforcement purposes.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Disclosures to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701 (a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By surname of individual responsible for dishonored check.

Safeguards:

Records are maintained in buildings having security guard and are

accessed only by personnel having official need therefor who are

properly screened, cleared and trained.

Retention and disposal:

Records are retained by the Office of the General Counsel until

indebtedness has been satisfied, determined to be uncollectible, or

additional administrative action is required. Upon completion, records

are transferred to the Accounts Receivable Division (FA-O/R) and

maintained with appropriate check cashing privilege records

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: General

Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

current address and telephone number, latest correspondence from AAFES

if available, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: General Counsel,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

current address and telephone number, latest correspondence from AAFES

if available, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, his/her employer, law enforcement

investigative agencies, banking facilities, consumer reporting

agencies, and sources that furnish information regarding individual's

credit.

Exemptions claimed for the system:

None.

[[Page 41587]]

AAFES 0702.34

System name:

Accounts Receivable Files (July 13, 1995, 60 FR 36118).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Federal

Claims Collection Act of 1966, 31 U.S.C. 3711; Debt Collection Act of

1982 (Pub. L. 97-365), 31 U.S.C. 5512 through 5514; and E.O. 9397

(SSN); Army Regulation 215-5, Nonappropriated Funds Accounting Policy

and Reporting Procedures; Army Regulation 60-20, Army and Air Force

Exchange Service Operating Policies.'

* * * * *

AAFES 0702.34

System name:

Accounts Receivable Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE

09054;

AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP

96378-5163; and

Post and base exchanges within the AAFES system. Official mailing

addresses are published as an appendix to the Army's compilation of

systems of records notices.

Categories of individuals covered by the system:

Army and Air Force Exchange Service (AAFES) customers (military,

retirees, civilian, and civilian dependents).

Categories of records in the system:

Case files relating to debts owed by individuals, including

dishonored checks, deferred payment plans, home layaway, salary/travel

advances, pecuniary liability claims and credit cards. These files

include all correspondence to the debtor/his or her commander, notices

from banks concerning indebtedness, originals or copies of returned

checks, envelopes showing attempts to contact the debtor, payment

documentation, pay adjustment authorizations, deferred payment plan

applications, charges and statements or accounts, and home layaway

cards.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Federal Claims Collection Act of 1966, 31

U.S.C. 3711; Debt Collection Act of 1982 (Pub. L. 97-365); 31 U.S.C.

5512 through 5514; and E.O. 9397 (SSN); Army Regulation 215-5,

Nonappropriated Funds Accounting Policy and Reporting Procedures; Army

Regulation 60-20, Army and Air Force Exchange Service Operating

Policies.

Purpose(s):

To process, monitor, and post audit accounts receivable, to

administer the Federal Claims Collection Act, and to answer inquiries

pertaining thereto.

To collect indebtedness.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

To the U.S. Department of Justice/U.S. Attorneys for legal action

and/or final disposition of the debt claim.

To the Internal Revenue Service to obtain locator status for

delinquent accounts receivables (controls exist to preclude

redisclosure of solicited IRS address data; and/or to report write-off

amounts as taxable income as pertains to amounts compromised and

accounts barred from litigation due to age).

To private collection agencies for collection action when the

internal collection efforts have been exhausted.

To civil or criminal law enforcement agencies for law enforcement

purposes.

The `Blanket Routine Uses' that appear at the beginning of the

Army's compilation of systems of records notices apply to this system.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701(a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in individual file folders.

Retrievability:

Retrieved by customer's surname or Social Security Number.

Safeguards:

Records are maintained in areas accessible only by authorized

personnel within AAFES-FA-O/R.

Retention and disposal:

Records are retained in current files until close of fiscal year in

which receivable is cleared. At year end, files are stored for 10 years

and subsequently destroyed by shredding.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information about themselves should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Chief,

Accounts Receivable Division, Comptroller Division, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Individuals should provide full name, Social Security Number, or

other acceptable identifying information that will facilitate locating

the records.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system of records should address written inquiries to

the Commander, Army and Air Force Exchange Service, ATTN: Chief,

Accounts Receivable Division, Comptroller Division, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Individuals should provide full name, Social Security Number, or

other acceptable identifying information that will facilitate locating

the records.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are published in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

[[Page 41588]]

Record source categories:

From the customer and from correspondence between AAFES and

Vendors.

Exemptions claimed for the system:

None.

AAFES 0702.43

System name:

Travel Advance Files (July 13, 1995, 60 FR 36119).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting

Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397

(SSN).'

* * * * *

AAFES 0702.43

System name:

Travel Advance Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE

09054;

AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP

96378-5163; and

Post and base exchanges within the AAFES system. Official mailing

addresses are published as an appendix to the Army's compilation of

systems of records notices.

Categories of individuals covered by the system:

Employees required to perform official travel.

Categories of records in the system:

Individual's name, organization to which assigned, details of

official travel, amount advanced, and similar relevant data.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated

Funds Accounting Policy and Reporting Procedures; Army Regulation 60-

21, Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To monitor travel advances against individual's authorized official

travel and to ensure settlement of indebtedness to the Government.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in metal filing cabinets.

Retrievability:

By employee's Social Security Number.

Safeguards:

Records are accessed only by designated employees having official

need therefor in the performance of their duties.

Retention and disposal:

Records are destroyed 1 year following settlement of an

individual's travel advance account.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Payroll

and Employee Benefits Division (FA-O/P), 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, sufficient details

concerning records sought, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Payroll and

Employee Benefits Division (FA-O/P), 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide their full name, sufficient details

concerning records sought, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, records of the AAFES office issuing travel

advance.

Exemptions claimed for the system:

None.

AAFES 0703.07

System name:

AAFES Employee Pay System Records (November 1, 1995, 58 FR 55560).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `Title 6, GAO Policy and Procedures

Manual for Guidance of Federal Agencies; 10 U.S.C. 3013 and 8013; Army

Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting

Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397

(SSN).'

* * * * *

AAFES 0703.07

System name:

AAFES Employee Pay System Records.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Commander, Army and Air Force Exchange Service-Pacific Rim Region,

Unit 35163, APO AP 96378-0163; and

Commander, Army and Air Force Exchange Service-Europe, Unit 24580,

APO AE 09245.

Categories of individuals covered by the system:

Civilian employees of the Army and Air Force Exchange System

(AAFES).

Categories of records in the system:

Employee's name; Social Security Number; AAFES facility number;

individual's pay, leave, and retirement records, withholding/deduction

authorization for allotments, health benefits, life insurance, savings

bonds, financial institutions, etc.; tax exemption certificates;

personal exception and indebtedness papers; subsistence and quarters

records; statements of charges, claims; roster and

[[Page 41589]]

signature cards of designated timekeepers; payroll and retirement

control and working paper files; unemployment compensation data

requests and responses; reports of retirement fund deductions;

management narrative and statistical reports relating to pay, leave,

and retirement.

Authority for maintenance of the system:

Title 6, GAO Policy and Procedures Manual for Guidance of Federal

Agencies; 10 U.S.C. 3013 and 8013; Army Regulation 215-5,

Nonappropriated Funds Accounting Policy and Reporting Procedures; Army

Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To provide basis for computing civilian pay entitlements; to record

history of pay transactions, leave accrued and taken, bonds due and

issued, taxes paid; to answer inquiries and process claims.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

To the Treasury Department to record checks and bonds issued.

To the Internal Revenue Service to report taxable earnings and

taxes withheld; to locate delinquent debtors.

To States and Cities/Counties to provide taxable earnings of

civilian employees to those states and cities or counties which have

entered into an agreement with the Department of Defense and the

Department of the Treasury.

To State Employment Offices to provide information relevant to the

State's determination of individual's entitlement to unemployment

compensation.

To the U.S. Department of Justice/U.S. Attorneys for legal action

and/or final disposition of debt claims against the Army and Air Force

Exchange Service.

To private collection agencies for collection action when the Army

and Air Force Exchange Service has exhausted its internal collection

efforts.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701(a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders and in bulk storage; card files;

computer magnetic tapes, discs and printouts; microfiches, microfilm.

Retrievability:

Automated records are retrieved by employee's Social Security

Number within payroll block; manual records are retrieved by

individual's surname or Social Security Number.

Safeguards:

Records are restricted to personnel who are properly cleared and

trained and have an official need therefor. In addition, integrity of

automated data is ensured by internal audit procedures, data base

access accounting reports and controls to preclude unauthorized

disclosure.

Retention and disposal:

The majority of documents are retained 4 years after which they are

destroyed by shredding. Exceptions are Time and Attendance sheets:

retained 6 years; W-2 data and employer quarterly Federal tax returns

are retained 5 years; Payroll Registers are permanent.

System manager(s) and address:

Commander, HQ Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

current address and telephone number; if terminated, include date and

place of separation.

Record access procedures:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

current address and telephone number; if terminated, include date and

place of separation.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; personnel actions; other agency records and

reports.

Exemptions claimed for the system:

None.

AAFES 0903.06

System name:

Personnel Management Information System (July 13, 1995, 60 FR

36120).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-3, Nonappropriated Funds Personnel Policies and

Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397

(SSN).'

* * * * *

AAFES 0903.06

System name:

Personnel Management Information System.

System location:

Centralized at Headquarters, Army and Air Force Exchange Service,

3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Segments of the system exist at servicing civilian personnel

offices at Commander, AAFES Pacific Rim Region, Unit 35163, APO AP

96378-5163;

[[Page 41590]]

Commander, AAFES Europe Region, Unit 24580, APO AE 09245; and

U.S. Operations Offices, and post/base exchanges worldwide.

Official mailing addresses are published as an appendix to the Army's

compilation of systems of records notices.

Categories of individuals covered by the system:

All employees of the Army and Air Force Exchange Service.

Categories of records in the system:

Individual's name, Social Security Number, Exchange location, home

address; date of birth; date hired, leave accrual data, retirement

participation data, service award data, citizenship, marital status,

sex, security clearance, military status, sponsor affiliation where

employee is a dependent of a U.S. Government/military member, job code

and title, employment category, pay plan, wage schedule, base hourly

rate, scheduled work week, Federal and State tax exemptions, type of

insurance coverage, authorized deductions, life insurance coverage,

physical examination documents, education and experience, licenses,

career plans, Personnel Evaluation Reports, training course data, and

similar relevant information.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated

Funds Personnel Policies and Procedures; Army Regulation 60-21,

Personnel Policies; and E.O. 9397 (SSN).

Purpose(s):

To produce reports and statistical analyses of the civilian work

force strength trends and composition in support of established

manpower and budgetary programs and procedures; verify employment;

provide data in support of Equal Employment Opportunity Program

requirements; provide locator and emergency notification data; respond

to union requests; identify training requirements; provide salary data

for current and projected fiscal guidance, personnel data for current

and projected staffing requirements; provide suspense system for within

grade increases, length of service awards, performance ratings, pay

adjustments and tenure groups; provide data for retirement processing,

individual personnel actions; analyze leave usage; investigate

complaints, grievances and appeals; respond to requests from courts and

regulatory bodies; provide incentive awards information; provide

qualified candidates to fill position vacancies; counsel employees on

career development; plan dependent services in overseas areas;

determine validity of individual claims related to pay adjustments; and

for other managerial and statistical studies, records, and reports.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Computer tapes/discs; printouts.

Retrievability:

By name or Social Security Number.

Safeguards:

Disc and tape files reside in restricted areas accessible only to

authorized personnel who are properly screened, cleared, and trained.

Manual records and computer printouts containing personal identifiers

are maintained in locked file cabinets and are available only to

individuals having official need therefor.

Retention and disposal:

Disc files are retained for 18 months after employee separates and

are destroyed with the exception of employees terminated under

disciplinary action (ineligible for rehire), retired employees and all

employees under the Universal Annual Salary Plan whose file remains a

permanent record. Back-up tapes are retained for 90 days. Computer

printouts are maintained as follows: system edit reports are destroyed

upon verification that errors have been corrected; printouts produced

for managerial reports are maintained for periods varying from 2 to 10

years; source documents and computer printouts which are included as

part of the employee's Official Personnel Folder are permanent.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Senior

Vice President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individuals should provide full name, Social Security Number,

current address and telephone number and, if terminated, include date

of birth, date of separation, and last employing location.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Senior Vice

President, People Resources Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individuals should provide full name, Social Security Number,

current address and telephone number and, if terminated, include date

of birth, date of separation, and last employing location.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the employee, his/her supervisor, AAFES records and reports,

Official Personnel Folder.

Exemptions claimed for the system:

None.

AAFES 1203.03

System name:

Appointment of Contracting Officers (July 13, 1995, 60 FR 36121).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-4, Nonappropriated Fund Contracting; Army Regulation 60-

20, Army and Air Force Exchange Service Operating Policies; and E.O.

9397 (SSN).'

* * * * *

AAFES 1203.03

System name:

Appointment of Contracting Officers.

[[Page 41591]]

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Categories of individuals covered by the system:

Military or civilian personnel assigned to the Army and Air Force

Exchange Service (AAFES) are appointed as contracting officers.

Categories of records in the system:

Name, Social Security Number, job title and grade, qualifications,

training and experience, request for appointment as contracting

officer, copy of Certificate of Appointment, and other correspondence

and documents relating to individual's qualifications therefor.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-4, Nonappropriated

Fund Contracting; Army Regulation 60-20, Army and Air Force Exchange

Service Operating Policies; and E.O. 9397 (SSN).

Purpose(s):

To ascertain an individual's qualifications to be appointed as

contracting officer; to determine if limitations on procurement

authority are appropriate; to complete Certificate of Appointment.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders.

Retrievability:

By individual's surname.

Safeguards:

Information is accessible only to designated persons having

official need therefor in the performance of their duties. Records are

maintained in building entrance which is limited to persons assigned to

AAFES.

Retention and disposal:

Records are maintained in the system until two years after the end

of the fiscal year in which the individual's appointment as a

contracting officer is terminated. At that time, the records are

destroyed.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Procurement Support and Policy Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, and sufficient details

to permit locating the pertinent records.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director,

Procurement Support and Policy Directorate, 3911 S. Walton Walker

Boulevard, Dallas, TX 75236-1598.

Individual should provide their full name, and sufficient details

to permit locating the pertinent records.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, personnel records, former employers,

educational institutions, AAFES records and reports.

Exemptions claimed for the system:

None.

AAFES 1504.03

System name:

Personal Property Movement and Storage Files (February 22, 1993, 58

FR 10022).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-1, The Administration of Morale, Welfare, and Recreation

Activities and nonappropriated Fund Instrumentalities; and Army

Regulation 60-20, Army and Air Force Exchange Service Operating

Policies.'

* * * * *

AAFES 1504.03

System name:

Personal Property Movement and Storage Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force

Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502

Zirndorf.

Categories of individuals covered by the system:

Employees of the Army and Air Force Exchange Service (AAFES) whose

permanent change of station is authorized by AAFES.

Categories of records in the system:

Orders authorizing shipment/storage of personal property to include

privately owned vehicles and house trailers/mobile homes; Cash

Collection Vouchers; Application for Shipment and/or Storage of

Personal Property; Transportation Control and Movement Document;

Personal Property Counseling Checklist; Government Bill of Lading;

storage contracts, loss and damage claims, and similar related

documents.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration

of Morale, Welfare, and Recreation Activities and nonappropriated Fund

Instrumentalities; Army Regulation 60-20, Army and Air Force Exchange

Service Operating Policies.

Purpose(s):

Used by the Army and Air Force Exchange Service to arrange for the

movement, storage and handling of personal property; to identify/trace

lost or damaged shipments; to answer inquiries and monitor

effectiveness of personal property traffic management functions.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the

[[Page 41592]]

DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information is disclosed to commercial carriers for the purposes of

identifying ownership, verifying delivery of shipment, supporting

billing for services rendered, and justifying claims for loss, damage,

or theft.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file folders; microfilm; magnetic tapes, and

computer printouts.

Retrievability:

By individual's surname.

Safeguards:

Information is maintained in secured areas, accessible only to

authorized personnel having an official need-to-know. Automated

segments are further protected by code numbers and passwords.

Retention and disposal:

Documents relating to packing, shipping, and/or storing of

household goods within the Continental United States are destroyed

after 3 years; those relating to overseas areas are destroyed after 6

years. Documents regarding shipment of privately owned vehicles/mobile

homes are destroyed after 2 years. Shipment discrepancy reports are

destroyed after 2 years or when claim/investigation is settled,

whichever is later. Administrative files reflecting queries and

responses are retained for 2 years; then destroyed.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75236-1598.

Individual should provide their full name, Social Security Number,

current address and telephone number, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director,

Administrative Services Division, 3911 S. Walton Walker Boulevard,

Dallas, TX 75266-0202.

Individual should provide their full name, Social Security Number,

current address and telephone number, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

Provided by the individual whose personal property is shipped/

stored; by the carrier/storage facility.

Exemptions claimed for the system:

None.

AAFES 1609.02

System name:

AAFES Customer Service (November 1, 1995, 60 FR 55562).

Changes:

* * * * *

Categories of individuals covered by the system:

Delete entry and replace with `Army and Air Force Exchange Service

(AAFES) customers who use the services of the Customer Service Desk,

including but not limited to those who purchase merchandise on a time

payment, layaway, or special order basis, or who need purchase

adjustments or refunds.'

Categories of records in the system:

Individual's Social Security Number, copies of layaway tickets,

requests for refunds, special order forms/procurement request/logs,

cash receipt/charge or credit vouchers, rebate coupons, register

transaction journal/log, repair vouchers, warranty documents,

correspondence between AAFES and the customer and/or vendor.

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-2, The Management and Operation of Army Morale, Welfare,

and Recreation Programs and nonappropriated Fund instrumentalities;

Army Regulation 60-10, Army and Air Force Exchange Service General

Policies; and E.O. 9397 (SSN).'

* * * * *

Purpose(s):

Add `; to monitor individual customer refunds; to perform market

basket analysis; to improve efficiency of marketing system(s).' to end

of entry.

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Delete second paragraph.

* * * * *

Storage:

Delete entry and replace with `Paper records in file boxes and

cabinets; and on electronic records stored in computers, on tapes or

disk drives.'

* * * * *

Retention and disposal:

Delete entry and replace with `Cancelled or completed layaway

tickets are held for 6 months after cancellation or delivery of

merchandise; purchase orders are retained for 2 years; transaction

records are retained for 2 years; refund vouchers are retained for 6

years; returned merchandise slips are retained for 6 years; cash

receipt vouchers are retained for 3 years; repair/replacement order

slips are held 2 years. All records are destroyed by shredding, all

electronic records are destroyed by erasing/reformatting the media.'

* * * * *

AAFES 1609.02

System name:

AAFES Customer Service.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Army and Air Force Exchange Service (AAFES) customers who use the

services of the Customer Service Desk,

[[Page 41593]]

including but not limited to those who purchase merchandise on a time

payment, layaway, or special order basis, or who need purchase

adjustments or refunds.

Categories of records in the system:

Individual's Social Security Number, copies of layaway tickets,

requests for refunds, special order forms/procurement request/logs,

cash receipt/charge or credit vouchers, rebate coupons, register

transaction journal/log, repair vouchers, warranty documents,

correspondence between AAFES and the customer and/or vendor.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-2, The Management and

Operation of Army Morale, Welfare, and Recreation Programs and

nonappropriated Fund instrumentalities; Army Regulation 60-10, Army and

Air Force Exchange Service General Policies; and E.O. 9397 (SSN).

Purpose(s):

To record customer transactions/payment for layaway and special

orders; to determine payment status before finalizing transactions; to

identify account delinquencies and prepare customer reminder notices;

to mail refunds on canceled layaway or special orders; to process

purchase refunds; to document receipt from customer of merchandise

subsequently returned to vendors for repair or replacement and initiate

follow-up actions; to monitor individual customer refunds; to perform

market basket analysis; to improve efficiency of marketing system(s).

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this

system to `consumer reporting agencies' as defined in the Fair Credit

Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act

of 1966 (31 U.S.C. 3701(a)(3)).

Disclosure of records is limited to the individual's name, address,

Social Security Number, and other information necessary to establish

the individual's identity; the amount, status, and history of the

claim; and the agency program under which the claim arose. This

disclosure will be made only after the procedural requirement of 31

U.S.C. 3711(f) has been followed.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in file boxes and cabinets; and on electronic records

stored in computers, on tapes or disk drives.

Retrievability:

By customer's surname, Social Security Number, document control

number, and/or due date.

Safeguards:

Records are maintained in secured areas, accessible only to

authorized personnel having need for the information in the performance

of their duties.

Retention and disposal:

Cancelled or completed layaway tickets are held for 6 months after

cancellation or delivery of merchandise; purchase orders are retained

for 2 years; transaction records are retained for 2 years; refund

vouchers are retained for 6 years; returned merchandise slips are

retained for 6 years; cash receipt vouchers are retained for 3 years;

repair/replacement order slips are held 2 years. All records are

destroyed by shredding, all electronic records are destroyed by

erasing/reformatting the media.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: SD, 3911

S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide name and sufficient details of purchase

to enable locating pertinent records, current address and telephone

number.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: SD, 3911 S.

Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide name and sufficient details of purchase

to enable locating pertinent records, current address and telephone

number.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; vendor.

Exemptions claimed for the system:

None.

AAFES 1609.03

System name:

AAFES Catalog System (February 22, 1993, 58 FR 10024).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `10 U.S.C. 3013 and 8013; Army

Regulation 215-2, The Management and Operation of Army Morale, Welfare,

and Recreation Programs and Nonappropriated Fund Instrumentalities;

Army Regulation 60-20, Army and Air Force Exchange Service Operating

Policies.'

* * * * *

AAFES 1609.03

System name:

AAFES Catalog System.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force

Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502

Zirndorf.

Categories of individuals covered by the system:

Exchange customers who place a catalog sales order.

Categories of records in the system:

Customer name, Social Security Number, mailing address; name and

address of recipient of order, description and price of item ordered,

method of shipment, amount of order/refund, returned check identifier,

claim

[[Page 41594]]

data for returns/damages to shipments, and similar relevant data.

Authority for maintenance of the system:

10 U.S.C. 3013 and 8013; Army Regulation 215-2, The Management and

Operation of Army Morale, Welfare, and Recreation Programs and

Nonappropriated Fund Instrumentalities; Army Regulation 60-20, Army and

Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN).

Purpose(s):

To locate order information to reply to customer inquiries,

complaints; to create labels for shipment to proper location; to refund

customer remittances or to collect monies due; to provide claim and

postal authorities with confirmation/ certification of shipment for

customer claims for damage or lost shipments.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records; magnetic tapes and printouts; microfiche, microfilm.

Retrievability:

By customer order information, Social Security Number, or insurance

number assigned to shipment.

Safeguards:

Access to information is restricted to persons having official need

therefor; computer operations rooms are locked and visitors screened

for entry.

Retention and disposal:

Information is maintained in computer files for 180 days following

completion of shipment. Microfilm and microfiche are retained for 2

years for postal claim purposes; destroyed after 6 years.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Chief,

Catalog Sales Center, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual should provide name, current address and telephone

number, and sufficient details to permit locating pertinent records.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Chief, Catalog

Sales Center, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598.

Individual should provide name, current address and telephone

number, and sufficient details to permit locating pertinent records.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual.

Exemptions claimed for the system:

None.

AAFES 1703.03

System name:

Personnel Security Clearance Case Files (November 1, 1995, 60 FR

55553).

CHANGES:

* * * * *

Authority for maintenance of the system:

Delete entry and replace with `E.O. 12065; Army Regulation 215-4,

Nonappropriated Fund Contracting; and Army Regulation 60-20, Army and

Air Force Exchange Service Operating Policies.'

* * * * *

AAFES 1703.03

System name:

Personnel Security Clearance Case Files.

System location:

Headquarters, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598;

Army and Air Force Exchange Service-Europe Region, Building 4001,

In der Witz 14-18, 55252 Mainz-Kastel, Germany; and

Exchange Regions and Area Exchanges at posts, bases, and satellites

world-wide. Official mailing addresses are published as an appendix to

the Army's compilation of systems of records notices.

Categories of individuals covered by the system:

Persons affiliated with the Army and Air Force Exchange Service

(AAFES) by assignment, employment, contractual relationship, or as the

result of an interservice support agreement on whom a personnel

security clearance determination has been completed, is in process, or

may be pending.

Categories of records in the system:

File may contain pending and completed personnel security clearance

actions on individuals by personal identifying data. It may also

contain briefing/debriefing statements for special programs, sensitive

positions, and other related information and documents required in

connection with personnel security clearance determinations.

Authority for maintenance of the system:

E.O. 12065; Army Regulation 215-4, Nonappropriated Fund

Contracting; and Army Regulation 60-20, Army and Air Force Exchange

Service Operating Policies.

Purpose(s):

To assist in the processing of personnel security clearance

actions; to record security clearances issued or denied; and to verify

eligibility for access to classified information or assignment to a

sensitive position. Records may be used by AAFES commanders for adverse

personnel actions such as removal from sensitive duties, removal from

employment, denial to a restricted or sensitive area, and revocation of

security clearance.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Information may be released to Federal agencies based on formal

accreditation as specified in official directives; regulations; to

Federal, State, local, and foreign law enforcement,

[[Page 41595]]

intelligence, or security agencies in connection with a lawful

investigation under their jurisdiction.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records in folders; cards; computer tapes, punched cards, or

discs.

Retrievability:

By individual's surname.

Safeguards:

Records are located in locked safes or cabinets; access is

restricted to designated individuals having need therefor in the

performance of official duties.

Retention and disposal:

Records are permanent. They are retained in active file until the

end of the fiscal year in which the individual is no longer employed or

associated with the Army and Air Force Exchange Service; held 2

additional years in inactive status and retired to the National

Personnel Records Center, 111 Winnebago Street, St. Louis, MO 63118-

4199.

System manager(s) and address:

Commander, Army and Air Force Exchange Service, 3911 S. Walton

Walker Boulevard, Dallas, TX 75236-1598.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Commander, Army and Air Force Exchange Service, ATTN: Director,

Loss Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX

75236-1598.

Individual should provide their full name, Social Security Number,

present address and telephone number, and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to the

Commander, Army and Air Force Exchange Service, ATTN: Director, Loss

Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75266-

0202.

Individual should provide their full name, Social Security Number,

present address and telephone number, and signature.

Contesting record procedures:

The Army's rules for accessing records and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual; investigative results furnished by the Defense

Investigative Service and other Federal, Department of Defense, State,

local, and/or foreign law enforcement agencies.

Exemptions claimed for the system:

None.

A0351-17bUSMA

System name:

U.S. Military Academy Personnel Cadet Records (February 22, 1993,

58 FR 10110).

* * * * *

Exemptions claimed for the system:

Delete `(k)(6)' from the entry.

* * * * *

A0351-17bUSMA

System name:

U.S. Military Academy Personnel Cadet Records.

System location:

U.S. Military Academy, West Point, NY 10996-5000.

Categories of individuals covered by the system:

Present and former Cadets of the U.S. Military Academy.

Categories of records in the system:

Application and evaluations of cadet for admission; letters of

recommendation/endorsement; academic achievements, awards, honors,

grades, and transcripts; performance counseling; health, physical

aptitude and abilities and athletic accomplishments, peer appraisals;

supervisory assessments; suitability data, including honor code

infractions and disposition. Basic biographical and historical summary

of cadet's tenure at the U.S. Military Academy is maintained on cards

in the Archives Office or on microfiche in the Cadet Records Section.

Authority for maintenance of the system:

10 U.S.C. 3013 and 4334, and E.O. 9397 (SSN).

Purpose(s):

To record the cadet's appointment to the Academy, his/her

scholastic and athletic achievements, performance, motivation,

discipline, final standing, and potential as a military career officer.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

In addition to those disclosures generally permitted under 5 U.S.C.

552a(b) of the Privacy Act, these records or information contained

therein may specifically be disclosed outside the DoD as a routine use

pursuant to 5 U.S.C. 552a(b)(3) as follows:

Academic transcripts may be provided to educational institutions.

The `Blanket Routine Uses' set forth at the beginning of the Army's

compilation of systems of records notices also apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Manual records in file folders; microfilm.

Retrievability:

By surname or Social Security Number.

Safeguards:

Access to records is limited to persons having official need

therefor; records are maintained in secure file cabinets and/or in

locked rooms.

Retention and disposal:

Records of Cadets who are commissioned become part of his/her

Official Military Personnel File. Records of individuals not

commissioned are destroyed after 5 years. Microfilmed records

maintained by USMA are permanent; hard copy files are destroyed after

being microfilmed.

System manager(s) and address:

Superintendent, U.S. Military Academy, West Point, NY 10996-5000.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Superintendent, U.S. Military Academy, West Point, NY 10996-

5000.

Individual should provide the full name, Social Security Number,

and signature.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written

[[Page 41596]]

inquiries to the Superintendent, U.S. Military Academy, West Point, NY

10996-5000.

Individual should provide the full name, Social Security Number,

and signature.

Contesting record procedures:

The Army's rules for accessing records, and for contesting contents

and appealing initial agency determinations are contained in Army

Regulation 340-21; 32 CFR part 505; or may be obtained from the system

manager.

Record source categories:

From the individual, his/her sponsors, peer evaluations, grades and

reports of U.S. Military Academy academic and physical education

department heads, transcripts from other educational institutions,

medical examination/assessments, supervisory counseling/performance

reports.

Exemptions claimed for the system:

Parts of this system may be exempt under 5 U.S.C. 552a(k)(5) or

(k)(7), as applicable.

An exemption rule for this record system has been promulgated in

accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3),

(c) and (e) and published in 32 CFR part 505. For additional

information contact the system manager.

[FR Doc. 96-19517 Filed 8-8-96; 8:45 am]

BILLING CODE 5000-04-F